Invoice Status

The Most Common Invoice Statuses

1. Unknown Supplier – If SEMINE fails to identify the supplier, the invoice will be placed in this status. SEMINE matches based on account number and organization number, so the status often indicates that it is a new supplier or that the supplier has changed the account number.
2. Duplicate – When SEMINE receives an invoice, it searches for other invoices with the same invoice number from the same supplier within the same client/company. If SEMINE finds a similar invoice, the status is set to duplicate. The duplicate status is similar to archived with one exception: if you still want to submit the invoice for approval, you can change the invoice number.

3. Missing Workflow – If SEMINE fails to find a suitable workflow for the invoice, it will end up in this status.

   Note: It is not possible to manually associate workflows with an invoice.

   There are mainly two options to help the invoice proceed to the next status:

   1. A: Change Workflow
      Create or modify the workflow to match the content of the invoice.
   2. B: Change Invoice
      Change the content of the invoice to match the search fields in the workflow.
   3. Continue
      Then click on "Continue", "Revalidate", or "Restart Workflow" to let the SEMINE workflow re-evaluate the invoice so that it moves on to the next status. 
      
      
4. For Review – This status indicates that the invoice is still in the workflow and assigned to a user.
5. Posting – This is a temporary status that comes right after a controller has posted the invoice. If the invoice gets stuck in this status, it means that the integration failed to post the invoice to ERP.
6. Posted – When the integration confirms that the cost invoice and manual entries have been delivered to ERP, the invoice will get this status.
7. Posted PO – When the integration confirms that the purchase invoice has been delivered to ERP, the invoice will get this status.

8. Error in Posting – If an invoice has failed in posting to ERP, this status will occur. The ERP system may have sent an error message back, which will be displayed in the invoice's comment field.

   Common Workflow Statuses

   1. Approved – When the workflow(s) are completed, the status will change from "Under Review" to "Approved".
   2. Rejected – When an invoice is assigned to a user, the person can reject it. The controller must then decide whether the invoice should be routed to someone else or archived.
   3. Paused – A user can pause an invoice that is with them, for example, when waiting for a credit note.
   4. Unknown Buyer – If the controller has enabled the setting that invoices cannot go through the workflow without buyer reference, invoices missing the reference will get this status.
   5. New – This status is for manual vouchers that do not necessarily require a workflow, and for purchase invoices that are not matched or are matched with a workflow.

   Accounting System Statuses

   1. Paid – SEMINE can retrieve the paid status from the ERP system.
   2. Partially Paid – SEMINE can retrieve the partially paid status from the ERP system.

   Internal Statuses

   1. Pre-Control – Internal status used by rule engine to stop invoices.
   2. Credit Note Processing – Internal status used for handling credit notes.
   3. Processing – The invoice is in the enrichment process where AI suggestions, periods, and dimensions are applied.
   4. Project – Internal status that can be used to stop invoices using the rule engine.
   5. Validation Error – Internal status used when validation issues occur.

   Other Statuses

   • Moved – A controller can move an invoice from one company to another. The original invoice is marked as "Moved".
   • Archived – Almost like deleted. Invoices cannot be fully deleted, but they can be archived to prevent posting.